Health Sciences Center


General Student Clearance Process

Welcome students! Prisma Health uses two platforms in the clearance process: myClinicalExchange and Learning Hub. Meeting the requirements of both systems is mandatory to participate in any Prisma Health student experience.

MyClinicalExchange (mCE) is a student data management system that centralizes the clearance process through organization of all clearance requirements.
Learning Hub is a learning management system that provides healthcare modules required to rotate at Prisma Health (HIPAA, infection control, patient rights, etc.).

 


We look forward to having you at Prisma Health! In order to participate in your program, it is important that you review and complete the necessary items below prior to your educational experience.

Click the tabs below for instructions on the clearance process.

  • myClinicalExchange (mCE) is Prisma Health’s student data management system for clearance. Once your mCE account has been created, you will receive an automated introductory email from mCE prompting you to log in and complete your compliance checklist. Do not attempt to log into mCE without having received the automated email. You will not be connected with your rotation and will be prompted to pay. Students should never pay for mCE accounts.

    For All Logins

    Make sure you click the “Students” button at the bottom of the page to log in. If you click the “Students” button at the top of the page, you will be in the wrong location and will be directed to pay for your mCE account. Students rotating at Prisma Health DO NOT pay for their mCE accounts. Prisma Health covers the annual cost of mCE for all students.

    First Initial Login

    1. Click on https://www.myClinicalExchange.com.
    1. Click on the “Students” button.
    1. Select the link, “Having trouble logging in? Click Here.”
    1. Click “I don’t know my password.”
    1. Enter the email address you provided as contact for your student experience and the security code. Select “Email Password” and NOT “Change Password.“
    1. Check your inbox (and spam/junk folder) for the password reset link.
    1. Click the reset link and create a password. You will then be able to log in.
      • Accept the Website Terms/Privacy and Web App usage Terms of Service statement.
    •  
      • Once you have entered the site, the system will prompt you to create security questions to reset your password in the future. You can skip this step by clicking the “Skip Now” button. If you prefer setting those security questions, please do so and click on the “Save and Continue” button.

    mCE Resources

    The following video resources are available on YouTube:

  • You may only begin your Prisma Health student experience once you have submitted your clearance documents and they have been approved by Student Affairs Administration. The duration of this process depends on how quickly you are able to gather the necessary information and whether or not you have to obtain additional immunizations or tests. Below are the items that you will need in order to complete the onboarding process to begin your student experience at Prisma Health. Please note: If you are an employee of Prisma Health, please pay attention to the gray text boxes for special information regarding your onboarding process.

    Note: In your compliance checklist, a red thumb down () means that your checklist is not yet in compliance. A green thumb up () means your checklist has been reviewed and approved. A green thumb up with a red exclamation point () means that an item within your checklist will expire during your rotation (i.e., flu shot, TB).

    Completing the Compliance Checklist in mCE

    To access your Prisma Health rotation compliance checklist, click on the rotation number listed in your Alerts section.

    Please note, some schools utilize the “Campus Compliance Checklist” accessed via the white strip across the top of your mCE homepage. In these instances, students will complete their requirements listed in this checklist to be approved by their school coordinator before their items will merge to the rotational checklist. Check with your school coordinator to determine if they utilize this function.

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    If the warning box above appears, click “Ok” to be taken to your appropriate checklist for editing.

    Required Information

    • Background Check

      What’s Required:
      • A background check report must be conducted on all Prisma Health student learners 18 years of age and older.
      • Background check reports must be dated no more than 12 months prior to the initial Prisma Health educational experience start date. This report is valid for all future rotations at Prisma Health.
      • Background check reports must contain the following information:
        • Social Security Verification
        • State Criminal History Search
        • Sexual Offender Registry
        • Officer of Inspection General
        • System for Award Management (previously known as Excluded Parties List System – EPLS)
        • Patriot Act Terrorist
      • All positive background reports must be submitted directly to your designated Student Affairs Administration representative for approval by the Executive Director, Student Affairs Administration. If denied, individuals have the ability to appeal such decisions directly to Prisma Health.

       

      • A background check can be acquired in two ways:
        1. Your college/university: If your school has completed a background check for you during your enrollment and it meets the guidelines above, please obtain a copy of your background check report to upload into mCE.
        2. A background check company: We will accept any background check company as long as it reports on all areas listed in the above policy.
      • For those seeking a company to conduct a background check report, we work closely with SR&I who will actually import your background check directly into mCE.
        1. Go to the SR&I website: www.srandi.com.
        2. Click on the “My Background Check” link at the top.
        3. Click on the large “Affiliate” button in the middle of the page.
        4. Enter the following Affiliate Program Code: P68LB2
          • Note: For Prisma Health EMT or MedEx Academy students: Contact your coordinator or Student Affairs Administration for the appropriate code
        5. Click the blue “Next” button to then complete the information requested on the form. In order for your background check to automatically sync to mCE, you must use the same email address that is associated with your mCE account.
        6. Submit payment.
        7. Create an account so that you can access your background check report.
        8. If your background check report does not sync to mCE after you have received an email notification that it has been completed, please log in to SR&I to download your report and upload it to your mCE Compliance Checklist.
        9. If you have any questions about SR&I, please contact Matt Smith, our SR&I representative, directly at (864) 232-4144.

      How to complete the compliance checklist:
      • If you completed an SR&I background check using the same name and email address associated with your mCE account, your report should automatically sync to mCE once it has been completed.
        • If there is not a document attached, please upload your background check report under the “Supporting Documents” column.
      • If you obtained your background report from a different background check company, please upload that document under the “Supporting Documents” column.
      • Enter the date the report was completed under the “Value” column.
      For Prisma Health EMPLOYEES ONLY: Please complete the Employee as Student Attestation Form – Background Check form and email it to HSC Student Affairs Administration (SAA) (Student.Affairs@PrismaHealth.org). A SAA staff member will get it approved by Human Resources and upload it in to mCE for you.

    • Date of Birth (DOB)

      • Enter your DOB (mm/dd/yyyy) in the “Value” column.
      • DO NOT upload any documentation of your DOB in the “Supporting Documents” column.

    • Last 5 Digits of SSN

      • Enter the last five (5) digits of your SSN in the “Value” column.
      • DO NOT upload any documentation of your SSN in the “Supporting Documents” column.

    • Student ID Badge Photograph

      What’s Required:

      imageYour photo will be used for your Prisma Health identification badge. The photo must be saved in JPEG format and follow the same requirements as a passport photo:

      • Plain blue/grey/neutral background
      • No sunglasses, hats or headphones
      • Full face directly facing the camera
      • Natural facial expression
      DO NOT use a picture of your student ID or passport. These often have a hologram and do not print clearly. Selfies are acceptable as long as they follow the same requirements as listed above.
      Note: If for any reason Prisma Health Badge Security Office decides the photograph uploaded is not acceptable, you will have to take a new photograph upon arrival to their department. Uploading a clear photo in mCE will save you time in the long run.

       

      How to complete the compliance checklist:
      • Upload your photograph in the “Supporting Documents” column in jpeg format only (not PDF or png).
      • Enter the word “yes” in the “Value” column.

    • Medical Test & Immunization Requirements

      • TB (Tuberculosis) Screening:
        • What’s Required – First Time Students (one of the following upon initial rotation clearance):
          • Two-Step TB PPD test, completed within the past year. The following is the standard process for completing a two-step TB PPD test:
            • Visit 1, Day 1: PPD antigen is applied under the skin.
            • Visit 2, Day 3: PPD test is read (within 48-72 hrs. of placement). If positive, it indicates TB infection and a chest x-ray and further evaluation is necessary.
            • Visit 3, Day 7-21: a second PPD skin test is applied (for those that test one was negative)
            • Visit 4, 48-72 hours after placement: the second test is read.
            • A positive 2nd test indicates TB infection in the distant past. Chest X-Ray and further evaluation will likely be necessary.
          • Annual TB PPD test: An annual test will only be accepted if you have previously received a two-step TB test and have maintained annual testing each following year. Documentation of the two step test plus all annual tests are mandatory.
          • QuantiFERON® or T-spot tests, drawn within the past year. A positive test indicates TB infection in the distant past. Chest X-ray and further evaluation will be necessary.
          • Chest X-ray: Only required when a student has a positive TB test. The chest X-ray must be done within 6 months prior to the start of the rotation.
        • How to complete the compliance checklist:
          • Upload documentation of one of the above from your healthcare provider stating your receipt and results of the test(s) to mCE.
          • Enter the renewal date (one calendar year after last immunization) in the “Value” column of mCE. For example, if your second step of the PPD was placed on 8/31/2019, the date entered into mCE should be 8/31/2020.
          • Note: TB PPD (skin) tests cannot be administered within 30 days of MMR or Varicella vaccine; live vaccines may cause a false positive for the TB PPD (skin) test.

        • What’s Required – Returning Students (for students who have already submitted baseline testing the previous year)
          • Complete the “Individual TB Risk Assessment and Symptom Evaluation” form (located in the documents section of your mCE hospital compliance checklist) annually.
            • If you answer “no” to all of the symptom questions on the form, then nothing further is required to meet the annual requirement.
            • If you answer “yes” to any of the questions on the form, you will need further evaluation/testing to determine if you are positive for TB (see requirements for initial clearance above).
        • How to complete the compliance checklist:
          • Upload completed form to the mCE compliance checklist.
          • Enter the renewal date (one calendar year after the form is signed) in the “Value” column.

      • Measles, Mumps, Rubella (MMR):
        • What’s Required:
          • Documentation of two vaccinations or positive titers.
          • -In cases of partial negative titers:
            • If only the rubella is negative, the student needs to receive one MMR vaccine.
            • If either the measles or mumps titer is negative, the student must receive 2 MMR vaccines.
            • Equivocal titer results are considered negative.
          • Please note: MMR vaccines are given 30 days apart.
        • How to complete the compliance checklist:
          • Submit documentation from a health care provider stating the dates of your two vaccinations or positive titer results.
          • Enter the date of your most recent vaccination or the date your titer was resulted in the “Value” column.

      • Influenza (flu) shot:
        • What’s Required: documentation from your health care provider stating the date of your CURRENT SEASON flu shot.
          • ONLY required during the designated flu season (Nov.-Apr.); you may leave this item blank outside of flu season.
          • If your rotation occurs during the flu season, you must have received the current season’s flu vaccination.
        • How to complete the compliance checklist:
          • Submit documentation of the current year’s flu vaccination.
          • Enter the renewal date (November 1 of the NEXT flu season) in the “Value” column of mCE. For example, if you receive your flu vaccine on 8/31/2019, 12/21/19 or 1/15/20, the date entered into mCE should be 11/01/2020.

      • Hepatitis B:
        • What’s Required:
          • Note: Hep-B is recommended but not required.
          • If you decide not to waive the Hep-B vaccination, documentation of three vaccinations OR a positive titer is required.
            • Equivocal titer results are considered negative.
          • If you choose to waive your Hep-B vaccination, sign and date the waiver located in the “Documents” section of mCE.
        • How to complete the compliance checklist:
          • Enter the date of your most recent vaccination or the date your titer was resulted in the “Value” column.
          • For students who sign the waiver, upload it as an attachment in the mCE compliance checklist under Hep-B. Enter the date you signed the form in the “Value” column.

      • Varicella (chicken pox):
        • What’s Required:
          • Documentation of two vaccinations or a positive titer.
            • Equivocal titer results are considered negative.
        • How to complete the compliance checklist:
          • Submit documentation from your health care provider stating the dates of your two vaccinations or your positive titer results.
          • Enter the date of your most recent vaccination or the date your titer was resulted in the “Value” column.
        • Note: Prisma Health does NOT accept “history of having the chicken pox” as proof of immunity. You must have either two varicella vaccinations or a positive titer.

      Prisma Health does not allow any student to waive any of these vaccination requirements. They are mandatory for all to ensure both patient and student safety in our healthcare system.


      Immunization/Testing Resources

      If you are lacking any of the immunizations above, the following locations may be able to administer the immunizations or titers you need:
      For Prisma Health EMPLOYEES ONLY: Please complete the Employee as Student/Faculty Attestation Form for Immunizations and e-mail it to Prisma Health Employee Health at EmployeeHealth.Upstate@prismahealth.org. An Employee Health representative will process the form and return it to you via e-mail. Once returned, it is the employee’s responsibility to upload the form to their mCE checklist as well as list each immunization’s date in the “Value” column of mCE. Employees are strongly encouraged to submit the Attestation Form a minimum of two weeks prior to their rotation in order to avoid a delayed start date. Please note that the processing of this form by Employee Health can be delayed during high-patient volume times (i.e. flu season).

    • Learning Hub

      Learning Hub is a learning management system (used by all Prisma Health employees, contract workers, students and volunteers) that provides you with important healthcare modules required to begin your academic experience (HIPAA, infection control, patient rights, etc.)

       

      How do you receive your Learning Hub login to begin your modules?
        • From your School Faculty/Clinical Coordinator: If you are in a local cohort program conducting regular clinical rotations at Prisma Health, then your school faculty member/clinical coordinator most likely activates your Learning Hub account for you. Your university representative, therefore, will give you your login.
        • From Prisma Health Student Affairs Administration: For all others, Prisma Health Student Affairs Administration will register you for Learning Hub and will email you information on how to log in.
        • Please note: Learning Hub will not be available to you until you receive an email from Student Affairs Administration about your account activation.

      Learning Hub Website: https://prismahealth.csod.com/client/prismahealth/default.aspx
      Username: School email address (unless otherwise stated)
      Password: #Welcome1 (this is case sensitive)

      Please note: You have a limited number of chances to pass the tests associated with the modules. You do, however, have the ability to view each test attempt to see which questions you missed prior to taking the test again. You may do this by selecting the dropdown arrow beside “Retake.” Select “Review” and then “View Training Details.”

       

      Completing the compliance checklist:
        • Please enter the renewal date (one year past the date of curriculum completion) in the “Value” column.
        • You will also need to upload your Learning Hub transcript to the “Supporting Documents” column.
          • To access your Learning Hub transcript, go to the left side of your Learning Hub home screen, and click the “View” link.

       


          • Once you are on your transcript page, click the “Active” button and change to “Completed.” Click the “Due Date” button and change to “Completion Date.”
          • Click the […] button at the top right and choose “Export to PDF” to save your transcript. You will then upload it to your mCE compliance checklist. If your transcript is more than 3 pages long, you should chose the option to “Print Transcript” and then “Print to PDF” in order to capture all of the completed modules.


      FOR Prisma Health EMPLOYEES ONLY: Prisma Health employees are not required to maintain a separate student Learning Hub account. As long as the modules you have completed as an employee satisfy the requirements for your student program, there will be no additional modules to complete. You may save the most recent list of completed modules and submit them to your mCE account. For any questions, please email Student.Affairs@PrismaHealth.org.

    • CITI Training

      CITI training is required for students participating in research. If this item is not on your compliance checklist, you are not required to complete this training.

      Click the following link for instructions: CITI Training.

    • EPIC Online Modules

      EPIC is the electronic medical record software program used by Prisma Health. Certain academic programs will require EPIC access during their rotations. Access is granted contingent upon the completion of online modules. These modules are located in Learning Hub. Please view your program-specific requirements below including instructions on how to access each module in Learning Hub. If your compliance checklist requires a date for your completion, of EPIC, please enter that information in the “Value” column.

    • Nursing & Nursing-Related Requirements

      The following are items Nursing and Nursing-Related rotations may require. Please check with your program coordinator and your mCE compliance checklist to see if they apply to you.

      Certifications and Verifications

      • RN License Number and documentation
        • Enter the expiration date of your license verification in the “Value” column
        • Upload your license verification document in the “Supporting Documents” column
      • Liability Insurance Validation documentation and expiry date
        • Enter the expiration date of your liability insurance validation in the “Value” column
        • Upload your liability insurance validation document in the “Supporting Documents” column
      • Current BLS/CPR Certification documentation and expiry date
        • Enter the expiration date (2 years from issue date) of your current BLS/CPR validation in the “Value” column
        • Upload your current BLS/CPR validation document in the “Supporting Documents” column
        • Prisma Health only accepts BLS/CPR certification from the American Heart Association
      • Preceptor Verification Form
        • The Preceptor Verification Form is located in the “Documents” tab of your mCE compliance checklist.
        • Upload your signed Preceptor Verification Form in to the “Supporting Documents” column in the “Documents” tab.

      Undergraduate Nursing

      • Completion of HealthStream course: EPIC ELearnings CLINDOC Student 100 (see EPIC section above)
      • Participation within the EPIC Playground (PLY) Environment
        • Your participation within the EPIC Playground (PLY) Environment will be provided and coordinated by your Nursing Clinical Faculty.
        • Your completion of this requirement will be recorded in mCE by your School Faculty/Coordinator.

      Graduate Nursing

      • Preceptor Verification form
        • The Preceptor Verification Form is located in the “Documents” tab of your mCE compliance checklist.
        • Upload your signed Preceptor Verification Form in to the “Supporting Documents” column in the “Documents” tab.

    Once you have entered and uploaded all required information into your checklist, be sure the click “Submit” so that your checklist can be reviewed for approval

    Once your checklist is approved, you will receive an automated email that you are now cleared. If your checklist needs revisions, you will receive feedback that your checklist has been declined and additional items are needed.

  • Thank you for completing all of your clearances for Prisma Health through mCE. We look forward to hosting you! Once you have the green thumb up () in mCE, please follow the next steps below to assist you in starting your rotation.

    Connect with Your Supervisor

    Your supervisor/preceptor’s information can be found in the initial email you received from mCE. Once you are cleared, connect with your Prisma Health supervisor and/or your university faculty to find out:

    • Your start date and time
    • Where you should report
    • Dress code expectations
    • Professionalism expectations

    Pick Up Your Prisma Health Badge

    After your student clearance requirements have been confirmed within mCE (), you have three options for picking up your badge:

      1. Pick it up yourself: Click the link below to view the locations and office hours of all Prisma Health badge offices. Badges will be available 24 hours after your clearances have been confirmed in mCE.
      1. University or Prisma Health staff pick-up on your behalf: Please check with your Prisma Health host and your university faculty/coordinator to see if they prefer to pick up your badge for you.

    1. Request your badge to be couriered to another Prisma Health–Upstate campus:
        • If you or your university’s program coordinator would like to have your group’s badges couriered to another Prisma Health Upstate medical campus other than Greenville Memorial Hospital (Greer Memorial, Hillcrest Memorial, Laurens Memorial, North Greenville Memorial, Oconee Memorial, Patewood Memorial), please contact Hilda Aponte in the Prisma Health–Upstate Badge Office, Badge.Security@PrismaHealth.org or (864) 455-6290. Unfortunately, we do not courier to individual doctor’s offices; only the main hospitals.

        • Students must be fully cleared in mCE at least 10 business days prior to the start of their rotation in order for the badge to be created and couriered to an alternate campus.
        • If not fully cleared 10 days prior to their rotation, badges must be picked up at the Prisma Health–Upstate Badge Office on the Greenville Memorial Campus.
      • All couriered badges will be available in the designated hospital’s Security Office.
      • Each Prisma Health–Midlands hospital has its own Badge Office, and therefore, no couriering is required.

    Parking


    Click the link below to view campus maps and parking information for all Prisma Health campuses.

    UPDATE: Due to the lack of students on campus and decreased use of the shuttle on the Greenville Memorial Medical campus, that service has been suspended. Please contact security for any safety concerns.

    Welcome!

    We are glad to have you as part of the family. In an effort to connect with you, Student Affairs Administration is pleased to present Cognizance, a quarterly publication for students who participate in academic experiences at Prisma Health to provide an opportunity to welcome, inform and engage you as a member of the Health Sciences Center. You will find a wealth of information including the following:

    • Maps of all Prisma Health campuses
    • Link to discounts you can receive using your Prisma Health ID badge
    • Updates on clearance/onboarding requirements
    • Link to Prisma Health careers
    • Information on area events


    Also included is food for thought, articles, recipes, upcoming events and important resources for you during your time here. You’ll also notice that we want to hear from you — want to celebrate a great Prisma Health educator? Interested in Prisma Health hosting more student-centered events? Let us know!

    Click below to view our most recent issue!

    Feel free to view our past editions:

    October 2019
    May 2019
    January 2019


     


    Prisma Health Dining


    Not sure where or what to eat? Visit the following links for more information on dining options at Prisma Health campuses during your student experience: Prisma Health Baptist Hospital, Prisma Health Parkridge Hospital, Prisma Health Richland Hospital, Upstate Dining Options.

     

  • Thank you for being a student learner at Prisma Health. We hope that your academic experience was enriching and rewarding. We appreciate your feedback and kindly ask for you to follow the steps outlined below. If you ever have questions about your student experience, please feel free to contact Student.Affairs@PrismaHealth.org.

    Let your supervisor know you appreciated their time

     

    As an academic health center, we love to teach and there is no greater gift for any teacher than to know they made a difference. Let your supervisor know what difference they made in your educational experience. Also, let them know if there are any areas that could be improved for future students. If you feel like you had an exceptional educator, please fill out our online submission for him/her to be featured in the “Kudos Corner” of Cognizance.

    Return your badge to the Prisma Health Badge Security Office

    Return your student badge to any Prisma Health Badge Office or ask your Prisma Health supervisor to turn it in for you.

    Complete the survey

     

    Complete the survey below and give us feedback on your experience! We truly value your input and use this survey to improve, alter and create future student rotations and experiences.
    Student Satisfaction Survey

 

 
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Student Affairs Administration

Contact Us

Student Affairs Administration
605 Grove Rd.
Top Floor Connector
Greenville, SC 29605
Ph. 864-455-5654
Fax 864-455-5234
Student.Affairs@PrismaHealth.org

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